Office of Business and Finance Purchase Order Processing Guidelines and Requirements

Transcription

1 GL Coding Only one GL Code per purchase order (PO) is allowed. For example, a PO that has expenses for Contractual Services (1200 GL code), cannot also have expenses for Commodities (1300 GL code). Helpful Descriptors for Vendors If available, please include Customer/Account # s in the description on purchase orders. This helps the vendor apply payments to the correct account when they receive checks that come directly from the state of Illinois. Allowable Characters for Purchase Order Description Use. : ;, /? ( ) & $ # < > Characters Not Allowed for Purchase Order Description %,!,,, TM(trademark) c(copy right) Sales Tax Exempt IMSA is exempt from sales tax in Illinois. Please use the tax exempt form on the OBFS website when making purchases. Sales tax is not reimbursable and invoices should not reflect sales tax. Expenditure Guidelines Please refer to the IMSA Expenditure Guidelines prior to making purchases of meals and refreshments, alcohol, gifts, giveaways, etc to confirm if your purchase is permitted within the corresponding funding source. Personal Use Items As a state agency funded by tax payer dollars, personal use items are not allowable purchases. These items are not allowable: fans, tissues, hand sanitizer, dishes, dish soap, sponges, napkins, air fresheners, disinfectants, coffee, coffee pots or filters, and decorative furniture. This is not a complete list. Ask the OBFS if you are unsure. Purchase Orders for Sodexo and all other Catering Services The purchase order description for these events must contain the following information: The date of the event The purpose or nature of the event How many people are being served? How many in attendance are state employees/non-state employees/guests/students? If alcohol was or was not served Purchase Orders for Reimbursements

2 Reimbursements for Conference Registrations cannot be reimbursed until after the conference has been attended. We recommend trying to process payments directly to the vendor for expenses of this nature for this reason. Proof of payment is required as supporting documentation for all reimbursements. Please provide a copy of the cancelled check, credit card statement, or an original receipt from the vendor. Math Science Imprest Check Requests MSI check requests must be signed by the appropriate budget manager and have a proper invoice attached. VERBIAGE/WORDING NEEDED ON VOUCHERS SENT TO ILLINOIS OFFICE OF THE COMPTROLLER (IOC) As a state agency, IMSA vouchers are submitted to the IOC for the review, audit and processing of vendor payments. Please see below the verbiage that the OBFS requires on purchase orders so that vouchers may be processed efficiently by the IOC. The OBFS may add such verbiage to the description on the purchase orders to help provide clarity to the nature of the purchase for the benefit of the IOC as they review the voucher. Below, you will see object codes followed by the descriptor needed for that code. The first example is object code 1202 (Contractual Expense Reimbursement to State Employees and Contractual Payroll Employees). Beneath the lists of descriptors you will find some examples of proper descriptions for purchase orders for different GL Codes GL Code -Contractual Services 1202: Reimbursement to state employee 1221: Repair/Maintenance of Office Equipment Or Repair/Maintenance of Household Equipment 1223: Repair/Maintenance of Real Property 1224: Repair/Maintenance of Machinery or Repair/Maintenance of Mechanical Equipment 1224: Repair/Maintenance of EDP Equipment 1229: Repair/Maintenance NEC 1230: In house repair and maintenance 1245: Professional Service

3 1246: Medical Services payment to provider 1248: Building Maintenance 1248: Grounds Maintenance 1272: Travel Expense for non-state employee payment to vendor 1273: Advertisement Fee 1278: Reimbursement to prospective employee 1281: Interviewee Expenses 1284: Software or Software License or Software Maintenance 1286: Travel Reimbursement to non-state employee 1300 Commodities 1302: Printing 1308: Consumable Education Supplies/Materials 1345: For use in off road equipment 1350: Consumable science/laboratory supplies 1360: Food Supplies for human consumption 1370: Wearing Apparel 1391: Consumable Cleaning supplies Or Consumable janitorial supplies 1394: Office Equipment under $100 Or Library equipment under $ : Small tools under $ : Scientific/Laboratory Equipment under $100 or Medical Equipment under $ : Household equipment under $100 Or Cleaning equipment under $ : Equipment NEC under $ Equipment 1510: Office Equipment

4 1515: EDP Equipment 1530: Household Equipment 1540: Equipment/Machinery or Equipment/Major Tool 1550: Scientific Equipment 1560: Library 1561: Educational Equipment 1599: Equipment NEC Examples of Contractual Services (GL Code 1200) PO Descriptions 1223: Repair/Maintenance Real Property: Replacement of boiler 1230: In house repair and maintenance of broken door labor to be performed by agency employees: replacement door and hinges 1289: Catering of refreshments for 20 guests (non state employees) to attend ABC event at IMSA on 09/05/2014 NO ALCOHOL SERVED Examples of Travel (GL Code 1290) PO Descriptions 1291: Travel-Reimburse Imprest Account- state employee Jane Doe for train fare on Jan 10, Jane presented at the ABC conference in Chicago, IL. 1292: Travel-Reimburse Imprest Account- state employee Jane Doe for lodging at Crowne Plaza for Jan 10, Jane presented at the ABC conference in Springfield, IL. State rate of $70.00 for area was procured. 1295: Travel-Reimburse Imprest Account- state employee Jane Doe for mileage on Jan 10, Jane presented at the ABC conference in Chicago, IL. Please remember that each travel reimbursement item must have its own detail line. i.e. per diem and lodging would be on separate lines with their own description. Examples of Commodities (1300 GL Code) PO Descriptions

5 1304: Office supplies for Business Office: black pens 1394: Office equipment under $100: swing line stapler 1350: Consumable scientific supplies for teacher/student use in educational classes: sodium iodide 100g 1391: Consumable cleaning/janitorial supplies: disinfectant spray cleaner 1398: Equipment NEC under $100 for student use: Monopoly board game 1398: Textbooks/Equipment under $100 for student use: World History Volume 1 Examples of Equipment (GL Code 1500) PO Descriptions 1510: Office Equipment for Business Office: Bookcase 1540: Equipment/Major Tool: Electric Drill